GUIDELINES

  1. In the case of error that affects many people or a customer complains about a mistake then it's better to give an explanation. In this letter, you need to explain why the error occurred. Apologize for it, if it's appropriate. Provide details but don't make it lengthy.
  2. Give an explanation of how the error occurred.
  3. Tell the reader how you will rectify the situation.
  4. You should apologize if it's important. Offer an indemnity of some sort if it's appropriate.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

Please accept our sincere apologies for the mistake we made in our quotation for the renovation of your nursery. The amount that was indicated is not yet inclusive of the wallpaper and the carpet that you correctly chose. As you can see from the materials price list, there will be an additional $160 for both of the items mentioned earlier. Again, we are sorry for the oversight.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -